Setting up and Organizing Document Management

This page is intended for Administrators who wish to setup Document Management for their team. It contains the following sections:

Configuring TeemWork and the FTP server

With Document Management, files are stored on a FTP server, on the Internet. This is totally invisible to the other team members, but a FTP account must still be properly configured before TeemWork can use it.

Creating the appropriate folders on the FTP server

Once your team has an FTP account, you must choose or create a folder on the FTP server where TeemWork will store the documents submitted by the users. It can be any folder, including the root folder.

For example, if the address of the FTP server was 'www.progiciel.com', then the folder could be 'www.progiciel.com/TeemWork'.

Inside this folder, you must create seven subfolders, named 'DocumentsA', 'DocumentsB', 'DocumentsC', 'DocumentsD', 'DocumentsE', 'DocumentsF', 'DocumentsG'.

You don't have to put any files inside of these folders. The files can be uploaded on the Document Cards, once TeemWork has been configured.

Configuring TeemWork

To configure TeemWork, you must go to the 'System' tab of the User Management window:

You must fill in the three fields at the bottom of the window.

The 'FTP UserID' and 'FTP password' fields contain the User ID and passwords that TeemWork will use to connect itself to the FTP server.

As is mentioned at the bottom of the window, the parameters entered in the 'System' tab apply to every user.

Don't forget to 'Save' when you are done.

Technically, this is all that is needed to setup Document Management for your team. You must now select the rights of the other team members.

Managing User Access and Document Lists

Managing user access to documents is almost the same as managing user access to Contacts, so if you don't know how to do the latter, you should read 'User Access Rights' before reading the rest of this section.

To change the rights associated to a user, select his name in the user list of the User Management window. Click on the 'Access to Contact Types' tab, and select the 'Documents' Contact Category.

Although the 'Documents' category looks like any other Contact Category, it has a major difference: its Contact Types don't contain regular Contacts, but documents, which can be uploaded or downloaded. If you haven't done so already, you should read how users can download and upload documents on the Document Cards.

There are seven different Contact Types for Documents, which work similarly to regular Contact Types. For example, if the 'Can view' check box is checked for DocumentsA, then the selected user will see be able to see the documents from the list 'DocumentsA' on his Contact List.

The check boxes have slightly different meanings. Here are the rights granted to the user when one or more of the check boxes are checked: 

Don't forget to click on 'Save' if you have modified the rights of the user.

Document types can be renamed in the same way as regular Contact Types. This allows you to give them more meaningful names than 'DocumentsD'. Click here to learn how.

To learn how team members can download and upload documents, read Document Management.